Role & responsibilities

Overview

We are seeking an Project Coordinator (Mechanical) to manage and coordinate projects from order receipt to project closure. The role requires strong technical knowledge, excellent coordination skills, and the ability to ensure timely project execution, documentation, inspections, dispatch, installation, billing, and final handover. The ideal candidate should be able to effectively handle multiple projects, coordinate with stakeholders and forward consolidated work progress reports to the management.

Responsibilities :

- Review Purchase Orders (PO), Contract Agreements, Scope of Work, Delivery Periods, LD Clauses, Payment Terms, and PBG/SD requirements.
- Issue Order Acknowledgement to the client.
- Coordinate submission and acceptance of Performance Bank Guarantees (PBG).
- Create project codes and maintain project files (physical and digital).
- Conduct project kick-off meetings with internal teams.
- Prepare detailed project schedules covering technical and commercial milestones.
- Define responsibilities and accountability for all stakeholders.
- Prepare and submit drawings, QAP, ATP, PERT charts, and other required documents.
- Conduct internal reviews before client submission.
- Follow up with clients for approvals and comments.
- Maintain revision control and documentation records.
- Coordinate with OEMs and vendors for technical and commercial requirements.
- Release purchase orders/material requisitions.
- Track document submissions, manufacturing schedules, and deliveries.
- Monitor critical items to prevent project delays.
- Monitor manufacturing progress through regular factory/OEM visits.
- Coordinate with production, quality, procurement, and client teams.




- Ensure project execution as per approved schedules.
- Submit timely progress updates to management and clients.
- Follow up for approvals, inspections, and payments.
- Arrange QA inspections, PDI (Pre-Dispatch Inspection), and FAT (Factory Acceptance Test).
- Ensure readiness of ATP reports, test certificates, and quality documents.
- Obtain inspection approvals and dispatch clearances.
- Verify site readiness before dispatch.
- Coordinate packing, invoicing, logistics, and dispatch activities.
- Ensure branding stickers, nameplates, and dispatch documentation are completed.
- Share dispatch documents such as Delivery Challans, Way Bills, and Invoices with clients.
- Coordinate installation, commissioning, testing, and final trials.
- Arrange OEM/service support whenever required.
- Ensure successful project completion and client acceptance.
- Submit all contractual documentation as per PO/Contract requirements.
- Obtain Work Completion Certificates (WCC).
- Ensure proper project handover to the client.
- Raise advance, progress, and final invoices.
- Submit billing documents as per contractual requirements.
- Coordinate with clients and accounts teams for payment realization.
- Track Performance Bank Guarantee validity.
- Initiate and follow up for PBG release after project completion.
- Ensure all contractual obligations are completed.




- Confirm receipt of all payments.
- Close project documentation and guarantees.
- Document lessons learned for future projects.
- Provide daily project progress updates through designated reporting systems and communication channels.
- Update weekly project trackers, delay reports, and recovery plans.
- Maintain formal communication with clients through emails and documented correspondence.
- Maintain organized records of all project documents, correspondence, approvals, and reports.
- Ensure timely updates of project checklists, trackers, and milestone dates.
- Escalate delays exceeding 23 days to concerned departments.
- Escalate critical delays impacting delivery schedules to management.
- Follow up aggressively on production, approval, quality, and payment-related issues.
- Coordinate corrective actions with OEMs, clients, and internal teams.

Qualification & Experience

- B.Tech or M.Tech in Mechanical Engineering
- Minimum 7 years of experience in project coordination or project handling experience at site
- Positive knowledge of mechanical and structural fabrication/production
- Proficient in Microsoft Office

Qualification

- Min. Qualification - B Tech/ M Tech / Diploma Mechanical
- Having Technical and Administrative work experience of at least 8 to 12 years in Office & Site.
- Ex-Defence / Navy Personnel will be accorded preference

Required Skills

- Strong coordination and organizational skills
- Good communication and interpersonal abilities
- Goal-oriented and capable of meeting project deadlines
- High energy level and willingness to take ownership of responsibilities
- Good file management and documentation skills

📌 Dy Manager Projects (Visakhapatnam)
🏢 Spruce Engineering
📍 Visakhapatnam